Telecommuting was a buzzword being bandied about by law firms, aimed at attracting and retaining millennial lawyers.  The flexibility to work from home was a recruiting tool in a competitive talent market.  The COVID-19 pandemic has set a new precedent for remote working, along with some growing challenges as lawyers adjust to life in a home office.   

Law firms had to develop arrangements to allow staff to work from home since the evolution of COVID-19 around the world.   As firms have reopened their offices and are trying to find efficient ways of working while maintaining social distancing and protecting their staff, it is requisite to consider the range of issues that will arise with the new working style which are a hybrid of home and office.  When time management is discussed, we often hear about how staff fail to plan their files and tasks effectively especially with restrains of working from home. 

Here are a few tips to help lawyers and support staff faced with the prospect of working from home to ensure they are set up for success.  

1. Utilise time tracking tools

The importance of time tracking tools is amplified when staff working from home.  Without direct, physical supervision over the work team, using time tracking software gives the law practice a clear picture of how your staff are spending their time.   The use of time tracking tools will allow staff to be more accountable with their time and set realistic task scheduling goals on case files.   

There’s an old saying which says you cannot manage what you cannot measure.  Using time tracking software helps with time management by allowing lawyers or partners to coach their staff on how to prioritise tasks better or cut down on unnecessary steps to complete their assigned tasks.     

2. Client-focused

It’s never a good sign when clients are chasing you down.  Lawyers should stay in touch with their clients and keep them reassured that their cases are getting your attention and keep them updated proactively about any changes.  Even if you’re only working remotely temporarily, your ability to be flexible and show that you’re still available to clients could very well lead you to connect with clients who would otherwise have a difficult time getting the legal help they need.  

Ways to be client-focused while telecommuting are: 

• Invest in customer relationship management (“CRM”) to keep potential clients and new client on boarding organised which helps with contact organisation, custom intake forms, and e-signatures;

• Keep due dates and priorities organised in dashboard.  This way lawyers can improve their time management, stay on top of deadlines and set alerts to keep them on task, before your client calls you!; and

• Replace in-person meetings video conferences by using tools like Google Meet, Go-To-Webinar, Microsoft Teams, Skype, Google Hangout, etc.  

This leads to satisfied clients and most importantly, a more professional reputation for your practice.   

3. Plan your day 

By scheduling uninterrupted time to focus on single tasks, one at a time, lawyers can fight the temptation to multitask while working from home.  Schedule certain hours of the day returning phone calls or appointments, while keeping the rest of the time to work. 

Tips to schedule uninterrupted time into daily routine includes: 

• Scheduling interrupted time where employees know you are free to discuss cases; 

• Include a sensible quitting time in your schedule to help you stay on track during the day;

• Fight the tendency to find distractions by taking short breaks to restore energy and concentration; and

• Plan out a day-to-day calendar in time blocks that take into account both work-related tasks and personal to-do list items.

This allows newly transitioned work from home employees to manage their time more efficiently.

4.     Update remote work policies

With everyone in the law practice working from home, this is the perfect time to update and refine remote working policies.  Create and implement systems for when people are expected to be online, how teams communicate and assign tasks, and decide if any of your current policies need to be updated for a remote workplace.  This could include remote work expectations, remote tools, equipment and supplies, technical support options, guidelines for setting up work environments, security and client confidentiality rules, and many more.  

5.     Security precautions

As flexible as it is, working from home can also increase the risk of data loss.  However, this risk can be mitigated by promoting an internal culture of responsibility in information security.   

Best practices: 

• Protect access to computers and devices used at home with strong and different passwords.  

• Avoid public and open Wi-Fi networks to access to case details.  If your connection is not encrypted, you run the serious risk of becoming victims of password or data theft.  

• Take precautions with file transfer.  If you’re using email to transfer case files, then there is a high chance of opening up to viruses and malware.   

Thanks to technology, lawyers and support staff are better prepared than ever to work from home.  With uninterrupted internet connectivity and access to files, lawyers can continue to deliver services to clients without compromising on quality, interact and collaborate with the team effectively, eliminate downtime and be productive wherever they are.  

In the new remote workplace, it’s up to each individual to embrace what works, learn what doesn’t, and adjust what they need in order to continue delivering at their best.  If they are required to work from home for a prolonged period of time, it is essential to take proactive steps to set the firm up for success.  When they are able to work like they would in the office, of course, they can add value to clients, increase billable hours and generate more revenue for the firm.